Payments

Clients send you payments to cover the cost of invoices for billing items. When you add a payment for a charge, you must associate it with a deposit.

Note: The ability to work with payments is in Limited Availability (LA) for some of our customers. Look for full support in a future release, including payment refunds, distributions, and applications.

To access the list of payments, go to Receivables, Payments. To change column headers, select Columns, choose details to include, then select Apply changes. You can also reorder the columns in the list by dragging and dropping the column headers.

To quickly locate the payment you want, search or filter the list.

  • To find and open a specific payment, search for it by payment ID and select it in the results.

    Tip: If you don't know the exact ID, search by partial number.

  • To view only payments that share specific criteria such as such as payment date or post date, filter the list. From the Filters list, select the criteria of the payments to work with and select Apply filters.

  1. From Receivables, Deposits, locate the deposit you want to associate with the payment.

  2. From the deposit row's menu, select Add payment.

    Tip: If Add payment doesn't display from the menu, the deposit is either Closed or Posted.

  3. Enter the payment details you need, such as client name, payment date, source, and payment method.

  4. After you select the payment method, additional fields display based on your selection. For example, if you select "Credit Card," enter the card type, number, and expiration date.

  5. Under Distributions, specify debit accounts, classifications using grants or transaction codes, and custom fields for reporting purposes. You can also select to distribute the information evenly or by percent. For more information, see Payment Distributions and Distributions.

    Note: The distributions you view are determined by the Use a single receivables summary account and never post applications business rule from Receivables, Settings. For more details, see General.

    Note: In a future release, we'll offer full support for distributions.

  6. For Interfund entry set, select a set to balance accounts if the debit and credit accounts aren’t in the same fund. For more details, see Interfund Sets.

  7. Under Receipts, select the print status and enter the information to print on the receipt. For example, you can enter "Sent a copy of receipt to your employer for matching gift."

  8. To add custom fields for the payment, select Add custom field. Use these to add additional info and further filter payments when you search for them. For more details, see Custom Fields.

  9. To split the payment amount with a misc payment, select Add misc payment. Enter the misc payment details you need, such as amount and category, and select Save.

    Tip: Splitting receivable and misc payments provides a way to accurately track revenue for a client and simplifies the reconciliation process. You can include multiple misc payments, but the amounts can't exceed the receivable payment amount.

  10. Save the payment.

To open a payment record, select it in the list of payments from Receivables, Payments. You can void the payment if it's been posted and the Overview, Distributions, and Applications tabs display for you to view and edit additional info.

  • Edit — To update details for the payment, such as change the payment method or split the amount with a misc payment, select Edit.

    Note: It's important to remember you can't edit a payment if the associated deposit's status is Pending approval or Approved. You must re-open the deposit to edit the payment. For details about re-opening deposits, see Deposit Records.

  • Void — To void a posted payment, select Void. After confirming the void, you can add a bank adjustment to decrease the balance or reduce the deposit amount. Enter void and post dates, then select Void again to complete the changes.

    If a post date displays and you can't change it, this means that Do not allow post dates to be different than transaction dates in other Blackbaud systems is selected in General ledger, Settings, Business rules. For more details, see Business Rules for General Ledger.

    When voiding a payment:

    • You must have applicable permissions.

    • You can only void a posted payment once.

    • You can't void a payment when it's associated with a cleared or reconciled deposit.

    Tip: If you select to add a bank adjustment, open the bank account from Treasury, Bank accounts. Under Register, filter or search to locate the adjustment. For convenience, these adjustments include the payment ID and a note the adjustment was created to offset the voided payment amount.

  • Overview — Review info about the payment's balance, date, associated deposit, and who last changed the payment. You can also add custom fields for the payment. For more details, see Custom Fields.

  • Distributions — Distributions determine the amounts to allocate to accounts and projects for the payment. You can select default distributions for new payments or enter them manually when you add a new payment. For details about distributions, see Payment Distributions and Distributions.

  • Applications — Review applications to confirm the charges and line items for the payment, as well as unapplied balances. To open the charge, select it under Transaction.